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Cutover: How we'll transition to Workday

Bowie State University logo
Coppin State University
Salisbury University
University of Baltimore

What is Cutover?

Cutover represents the critical transition phase from our current systems to the integrated Workday HCM & Financials environment. This transition includes establishing essential deadlines and freeze dates for data in existing systems and systematically moving to Workday. 

Cutover Date Types

  • Operational Ramp Down: This date signifies the beginning of a reduced pace in transactional activities in our legacy systems. The aim is to minimize new data input, easing the transition to Workday. These are departmental guidelines to complete transactions in the legacy system to avoid having to enter data twice. Entering data twice means once in legacy, and again in Workday. We want to avoid this for all non-critical transactions.
  • Legacy Data Snapshot(s): On these dates we will take a copy of the legacy enviornment. These copies (HR & Finance x 5) will be used to build the new Workday environment. Please note, given that a data copy is at a single-point-in-time, the dual maintenance period is related and important.
  • Dual Maintenance Period: This period occurs immediately after the legacy data snapshots for HR & Finance. During this time all critical transactions entered into our legacy systems after this date will need to be tracked and captured, and then loaded, or enter manually, a part of the early access period for catch-up transactions. (See catch-up transaction approach per university below)
  • Early Access Period for Catch Up Transaction – During this time central users will be granted access to perform smoke testing and catch-up transaction activities to get the new Workday system in sync with the legacy systemsprior to Go-Live. 
  • Workday Go-Live: This marks the full operational shift to Workday, as it becomes our primary system for HR & Financials.
 

Workday Cutover Plan-on-a-Page (POAP)

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Payroll Dates

PopulationLast Legacy Pay Period1st Workday Pay Period1st Workday Pay Date
Regular EmployeesJune 12th - June 25thJune 26th - July 9thJuly 17th
Contractual EmployeesJune 19th - July 2ndJuly 3rd - July 16thJuly 24th

Data Conversion Dates

Legacy SystemsLegacy Data SnapshotDual Maintenance PeriodEarly Access / Catch-Up TransactionsWorkday Go-LiveNotes
Human ResourcesMay 2ndMay 3rd - June 25thJune 10th - June 25thJune 26th All catch-up transactions will be manual (Exception: Student summer contracts, Faculty C1 contracts, COLA, Merit, Time and Leave entry)
FinanceJune 7thJune 8th - June 30thJune 17th - June 30thJuly 1stAll catch-up transactions to be manual (Assets, Customers, Grants, ISPs, Projects, Suppliers)

Human Resources Dates

HR AreaTransactionEffective DatesEnter  In Legacy?Changes to existing process?Enter in Workday? How?Notes
StaffingStudent summer contractsStarts and ends on or before 7/2YesNoNot required in WorkdayNot paid in Workday
StaffingStudent summer contractsStarts on or before 5/2
(ends 7/3 or later)
YesNoConversion Load
StaffingStudent summer contractsStarts between 5/3 - 7/2
(ends 7/3 or later)
YesYesEIB Catch Up*High Volume
StaffingStudent summer contractsStarts and ends 7/3 or laterNoYesBusiness-as-usual in Workday
StaffingFaculty C1 summer contractsStarts and ends on or before 7/2YesNoNot required in WorkdayNot paid in Workday
StaffingFaculty C1 summer contractsStarts on or before 5/2
(ends 7/3 or later)
YesNoConversion Load
StaffingFaculty C1 summer contractsStarts between 5/3 - 7/2
(ends 7/3 or later)
YesYesEIB Catch Up*High Volume
StaffingFaculty C1 summer contractsStarts and ends 7/3 or laterNoYesBusiness-as-usual in Workday
StaffingNew hires - regularStarts on or before 5/2YesNoConversion Load
StaffingNew hires - regularStarts between 5/3 - 6/25YesNoManual catch up
StaffingNew hires - regularStarts 6/26 or laterNoYesBusiness-as-usual in Workday
StaffingContract renewalStarts and ends on or before 7/2YesNoNot required in WorkdayNot paid in Workday (Finance Accrual journal entries needed for 7/1 and 7/2 if applicable because it crosses over with FY25 for Workday)
StaffingContract renewalStarts on or before 5/2
(ends 7/3 or later)
YesNoConversion load
StaffingContract renewalStarts between 5/3 - 7/2
(ends 7/3 or later)
YesYesManual catch upYes - Paid in Workday (See Finance Accrual journal entries needed for crossover pay period for 7/1 and 7/2
StaffingContract renewalStarts and ends 7/3 or laterNoYesBusiness-as-usual in Workday
StaffingTerminationsOn or before 5/2YesNoConversion load
StaffingTerminations5/3 - 6/25YesNoManual catch up
StaffingTerminations6/26 or laterYesYesBusiness-as-usual in Workday
StaffingSummer adjunctStarts and ends before 7/2YesNoNot required in WorkdayWill not be paid in Workday
StaffingSummer adjunctStarts on or before 5/2
(ends 7/3 or later)
YesNoConversion load
StaffingSummer adjunctStarts between 5/3 - 7/2
(ends 7/3 or later)
YesYesEIB Catch Up*High Volume
StaffingSummer adjunctStarts and ends 7/3 or laterNoYesBusiness-as-usual Workday
CompensationCompensation changesChanges on or before 5/2YesYesConversion load
CompensationCompensation changesChanges 5/3 - 6/25YesYesManual catch up
CompensationCompensation changesChanges 6/26 or laterNoYesBusiness-as-usual in Workday
CompensationCost of living adjustments (COLA)7/1YesYesEIB Catch Up*High Volume
CompensationMeritOn or before 5/2YesYesConversion load
CompensationMerit5/3 - 7/1YesYesEIB Catch Up*High Volume
CompensationMerit
7/2 or laterNoYesBusiness-as-usual in Workday
Time / Absencetime and leave entryTaken on or before 5/2YesYesConversion load
Time / Absencetime and leave entryTaken 5/3 - 6/25YesYesConversion loadConverting 6/26
Time / Absencetime and leave entryTaken 6/26 or laterYesYesBusiness-as-usual in Workday

Finance Dates

DepartmentTransactionEffective DatesEnter  In Legacy?Changes to existing process?Enter in Workday? How?Notes
FinancePayroll Costing Allocation ChangesBefore 5/1YesNoConversion load
FinancePayroll Costing Allocation Changes5/2 - 7/2YesYesManual catch up*Journal Entry Accruals required for 6/26 - 7/2 period because of Payroll Crossover (Regular + Contractual ) with FY24 / FY25 - See Payroll dates above
FinancePayroll Costing Allocation Changes7/3 or laterNoYesBusiness-as-usual in Workday* Payroll costing each pay has to be completed before Monday the next week after time sheets are submitted. Final Approver Central Budget Office vs. Controller's Office (If Grants)
FinanceGrantsEntered on or before 6/7YesNoFunctional load
FinanceGrantsEntered 6/8 - 7/2YesYesManual catch up* Need to ensure FY24 and FY25 grants are in appropriate systems for payroll cross over.
FinanceGrantsEntered 7/3 or laterNoYesBusiness-as-usual in Workday* U. Balt uses an integration Kuali (for Awards)
FinanceCustomers
Entered on or before 6/14YesNoConversion load
FinanceCustomers
6/15 - 6/30YesYesManual catch up
FinanceCustomers
7/1 or laterNoYesBusiness-as-usual in Workday
FinanceCustomer Payments & Invoice AdjustmentsEntered on or before 6/15YesYesFunctional load
FinanceCustomer Payments & Invoice Adjustments6/15- 6/30YesNoFunctional load
FinanceCustomer Payments & Invoice Adjustments7/1 or laterNoYesBusiness-as-usual in Workday
FinanceCustomer Payments AppliedEnter on of before 6/16YesYesFunctional load
FinanceCustomer Payments Applied6/17- 6/30YesNoFunctional load
FinanceCustomer Payments Applied7/1 or laterNoYesBusiness-as-usual in Workday
FinanceExpensesEntered on or before 6/7YesTBDTBDGL Conversion - TBD
FinanceExpensesEntered 6/8 - 6/30YesTBDTBDGL Conversion - TBD
FinanceExpensesEntered 7/1 or laterNoYesBusiness-as-usual in Workday
FinanceProjectsEntered on or before 6/7YesNoFunctional load
FinanceProjectsEntered 6/8 - 6/30YesYesManual catch up
FinanceProjectsEntered 7/1 or laterNoYesBusiness-as-usual in Workday
FinanceCapital Project BudgetsTBDTBDTBDTBDBudgets - TBD
FinanceAssetsEntered on or before 6/7YesNoConversion load
FinanceAssetsEntered 6/8 - 6/30YesYesManual catch up
FinanceAssetsEntered 7/1 or laterNoYesBusiness-as-usual in Workday
FinanceAsset Additional DataOn or before 6/30YesNoFunctional load
FinanceAsset Additional Data7/1 or laterNoYesBusiness-as-usual in Workday
FinanceSuppliersEntered on or before 6/7YesNoConversion load
FinanceSuppliersEntered 6/8 - 6/30YesYesManual catch up
FinanceSuppliersEntered 7/1 or laterNoYesBusiness-as-usual in Workday
FinanceRemit to SupplierEntered on or before 6/7YesNoConversion load
FinanceRemit to SupplierEntered 6/8 - 6/30YesYesManual catch up
FinanceRemit to SupplierEntered 7/1 or laterNoYesBusiness-as-usual in Workday
FinanceR STARS Payment Handling CodesEntered on or before 6/7YesNoConversion load
FinanceR STARS Payment Handling CodesEntered 6/8 - 6/30YesYesManual catch up
FinanceR STARS Payment Handling CodesEntered 7/1 or laterNoYesBusiness-as-usual in Workday
FinanceBudgetsTBDTBDTBDFunctional load
FinanceBanking: Begining Balances, Deposits, Outstanding Checks 7/1NoYesFunctional load

Cutover Communication Dates & Approach

DepartmentSenderAudience​Cutover TimingTopic​Send Date​ReminderDraft
Finance & AdministationFIN Cutover LeadsFIN CentralPre-Snapshot​Last Day To Complete All Non-GL ​ Impacting Transactions in Legacy (Data)5/1/20246/3/2024View here
Finance & AdministationFIN Cutover LeadsFIN CentralPost-Snapshot​FIN Dual Maintenance: ​in Effect 6/8 (Suppliers)5/8/20246/07/2024View here
Finance & AdministationFIN Cutover LeadsFIN CentralPost-Snapshot​Cross Over: FY24 / FY25 Payroll - Regular + Contractual: What it means for FIN 6/26-7/2 (Journal Entries)5/13/20246/13/2024View here
Finance & AdministationFIN Cutover LeadsFIN CentralGo-Live​Reminder: Effective Dates FY25 in Workday / FY24 in Legacy ​(Year End)5/20/20246/28/2024View here
Grants & AwardsGrants Cutover LeadsGrants TeamPost-Snapshot​Payroll Crossover: FY24 / FY25 Grants: What it means for Grants : Double Data Entry​4/15/202405/27/2024
View here
Grants & AwardsGrants Cutover LeadsGrants TeamPost-Snapshot​Dual Maintenace Now in Effect 6/8: What it means for ​Grant Costing6/10/2024View here
Information TechnologyDeveloperVendorsPre-Snapshot​IT Integration Vendor Communication Step #1:
Initial Deployment
4/15/2024View here​
Information TechnologyIT Cutover LeadsWeb TeamPost-Snapshot​Reminder: Check HR website and content links to change to new Workday Career Sites​5/03/2024​View here
Information TechnologyIT Cutover LeadsDevelopersPost-Snapshot​All Conversion Files Due May 24th5/13/2024​View here
Information TechnologyDeveloperVendorsPost-Snapshot​IT Integration Vendor Communication Step #2: Technical Credentials6/06/2024View here
Information TechnologyDeveloperVendorsPost-Snapshot​IT Integration Vendor Communication Step #3: Production Connectivity6/13/2024View here
Information TechnologyDeveloperVendorsPost-Snapshot​IT Integration Vendor Communication Step #4:Cutover Files Communication6/20/2024View here

Frequently Asked Questions

  • Regular Staff 
  • Regular Faculty 
  • Faculty Summer Grant Contracts 
  • Faculty Overloads 
  • Faculty C1 Summer Contracts 
  • Summer Adjuncts 
  • Contingent 1 Summer Contracts 
  • Contractual Employees 
  • Student Workers 
  • Hire
    • Create position 
    • Hire  
    • Add job 
    • Add period activity pay 
  • Other Pay Impacting Transactions
    • Request compensation changes  (COLA, Merit)
    • Job changes 
    • Terminations 
    • End jobs 

 

Link:

https://usmd.sharepoint.com/sites/MarylandConnect/Shared%20Documents/Forms/AllItems.aspx?ga=1&id=%2Fsites%2FMarylandConnect%2FShared%20Documents%2FGeneral%2FProject%20Management%2FCutover%20Planning%2FEIB%20Training%2FCatch%2DUp%20Guidance%20On%20A%20Page%2Epng&viewid=91e73c5f%2Da676%2D4a32%2D816c%2D9c90536aa5b9&parent=%2Fsites%2FMarylandConnect%2FShared%20Documents%2FGeneral%2FProject%20Management%2FCutover%20Planning%2FEIB%20Training

June 26th, 2024, is when you can log into Workday

No, data conversion for recruiting workstream is not in scope

No (Recruiting will not have catch up transactions, FYI: HCM workstream will have catch up transactions for new hires/ job changes in Workday).

  • June 26th (Reminder: Job Requisitions in your legacy system will not be converted into Workday)
  • Central HR roles and HCM Action Initiators can create job requisitions in Workday.
  • Internal (Jobs Hub) and the external career site will be published on June 26th (Consideration: This does not mean there are job postings listed, just that the career sites are live)
  • The external career site link being published to your university’s website will be dependent on your IT team and the time they determine they can swap out your legacy system site URL with the Workday one. It is highly recommended that this is done on June 26th.

This will be determined by each university. It is recommended that your legacy system careersite stop accepting candidates no later than June 25th.

  • This is not recommended and not a best practice as it may cause confusion to candidates and prolong the use of your legacy system.
  • Work with your internal IT teams to advertise your legacy system’s URL and Workday’s URL for the career sites. This would mean that you have TWO URLs for candidates to go to and review jobs to apply for.
  • Each university will need to reach directly out to the vendors they work with (i.e. higheredjobs.com) to see how the vendor can support scraping either the legacy system site, Workday site, or both.
  • Open job requisitions and candidates associated will remain in legacy system and the recruiter will complete the recruitment in the legacy system.
  • Work with your current ATS partner and IT team to explore options on how you can export your data from your legacy system and where it can be housed at. This data will NOT be converted into Workday. 

It is recommended that you close the evergreens in legacy system and reopen in Workday as soon as possible. Candidates will NOT be cut over into Workday, however it will be the institution’s responsibility to provide messaging to active candidates on evergreens and you do have the opportuntiy to ask them to reapply to an evergreen through the Workday career site.

HCM workstream is responsible for catch up transactions in Workday on new hires, they will hire them via the catch-up transaction period.

  • Candidates will be directly hired into Workday using the BP: Hire (USM Data Entry Business Process). This business process can be triggered by individuals who have security access to: USM Data Entry. Each university will determine who will be allowed access to this role, and the designated group with USM Data Entry access will complete these types of transactions after go-live.
  • Job Requisitions will not be created for hires from your legacy system. Positions can be created by the HR team.
  • EIBs will not be needed to directly hire candidates from your legacy system, as we anticipate that the volume will be low in nature.
  • If the supervisory org is position management, who will create the position for the candidate to be hired into? This is recommended to be HR (centralized).
  • At this point your openings should have no postings, if in the event that your contract with the ATS is going to expire and you need to finish the recruitment, please create a job requisition in Workday (it will route for approvals) and you will need to either
    1. Post the job and ask the active candidates to re-apply (consideration this does go out to the external career site), or
    2. You can create a job application on behalf of the candidate to finish the recruitment (consideration: they will not complete job application questionnaires, EEO data information, or have a candidate home account created to sign an offer letter).

To transition as quickly as possible to Workday, it is recommended that if a failed search has occurred in your legacy system, you should create a job requisition in Workday (it will route for approval) and repost directly in Workday to start collecting a new pool of candidates.

The onboarding business process will not trigger automatically with the Hire BP (USM Data Entry), however if you would like to trigger onboarding in Workday you can manually launch this. To do this, go to the worker profile related actions> Job Change > Launch Onboarding.

Contact Us

Cutover PMO Team

John Jagosh
jjagosh@usmd.edu

Dwayne Locke
dblocke@usmd.edu

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